Dynamic Conference Session Allocation

Iron Architect CompetitionTechEd 2006, Boston

Steve LandPrincipal Architect, Codesic Consulting

Problems

Reduce conference walk time Allocate sessions based on popularity Distribute VPCs and slides in time for

session Notify attendees of room allocation

Limits

Solution should use Microsoft technologies

Assumptions

Assume that we have awareness of individuals’ location at the room level of session rooms only Not XY coordinates of each individual

Assume that developer resources are available to build the solution

Context for dynamic allocation

Not every attendee pre-registers Some attendees register for multiple events in a

single time slot Speakers’ locations outweigh attendees in

priority (setup, preparation) Travel between sessions matters less when the

break is long, for example lunch breaks and expo hours

One (hu)man, (more than) One vote

259AB258ABC

257AB 259AB258ABC

My room preferences, in

order:

258ABCEither 259AB or 257AB259AB258ABC

12 2 3 4

1234

Nested logical zones – simpler to capture than spatial data

Zone3 Zone4Hallway Zone

Zone1 Zone2Hallway Zone

My zone preferences, in

order:

Zone3Zone4Zone2Zone1

1234

1 2

34

Example starting data

Floor1 Hallway1

Zone1 210ABC

Zone2 206AB 205ABC 204AB 203

Hallway2 Zone3

259AB 258ABC 257AB

This data would also need to capture room capacity.

This example data is meant to show that basic room relationships can be expressed without spatial data.

Avoids the need to create spatial map view for new venues.

Ranked voting

Each individual “votes” for zones that are their top preferences for a given session, based on the room they are in.

Basic approach based on Condorcet voting rules (ranked pairs) Allocate largest rooms to most popular sessions, next largest

second, and so on

Room preferences could be pre-generated for each room Speaker top-level zone and room should be considered first for

room assignment

General outline approach for session allocation Tally all ranked votes Starting with most popular sessions, assign

rooms with enough capacity based on votes If instructor’s location is in top 10 of the ranked pair

votes, use that location If instructor’s second and third choices for location are

in the top 10 of ranked pair votes, use that Etc

Distributing VPCs and slides

Central Web Service returns location of day’s bits All VPCs for the entire session available in two or more central locations Nightly process gets path and schedules download Startup process verifies files are current Morning and lunchtime verification re-verifies

“Pull” process: Each PC pulls the manifest from a Web Service Automation deletes existing VPCs from local disk VPC files transferred using locally-installed automation (Robocopy)

Failsafe Manifest offers at least 2 locations for download Additional Virtual Server in case local copies fail

Presenter PCDaily bits

WSCentral File Store

Request manifestXML file manifest

Robocopy VPC files (all for the day)

XML file manifesttells the PC automation the entire list of files to get and their paths.It also assigns a download start time that can be staggered

Request manifest

Verify files

Nightly (after last presentation)

Early morning, repeated at lunchtime

[File discrepancy] Robocopy VPC files (deltas)Each presenter PC

ends up with a local copy of all VPCs and

slide decks for all sessions for that day

Delete old VPC files

Logical deployment view – VPC and slides

`

Session PC

VPC Master Host 1

VPC Master Host 2

Manifest Web Service Server VPC hosted on Virtual Server(used only for failed local copy)

`

Session PC

Get file location manifest

Copy all session files locally

How to notify attendees

Airports are a good analogy: dynamic gate assignments

TechEd screens could show upcoming session locations in strategic locations Current screens may not be seen; trusted source of info is still

the booklet Need enough room for everyone to view the screens

Image source: Boston.com

Logical deployment view – Scheduling

Session Location screens

Session schedulerSchedule display client

Session and schedule database

+ existing scheduling system

http LAN